Visitor notification systems offer a range of alerts and updates to keep staff informed about various visitor-related events. This guide covers different types of notifications, from watch list alerts to premier visitor check-ins, and explains how to set up roles for managing these notifications. By understanding these options, you can tailor the system to meet your organization's specific needs and ensure the right people receive relevant information about visitor activity.
Below are descriptions of our available visitors events notifications:
- New Watch List Request: A message for a user trying to add a new person to the watch list.
- Potential Watch List Match: A visit was created with a potential match to a person on the watch list.
- Visitor On Watch List Checked In: A visitor checked in that matches the name of someone on the watch list.
- Watch List Request Status: A message with information about the status of users on the watch list.
- New Premier Visitor: A new premier visitor has been added to the system.
- Reminder Premier Visitor: A reminder for any upcoming visits by premier visitors.
- Premier Visitor Checked In: A premier visitor has checked into the property.
- Per-Visit Visitor Check-in: Adding Additional Check-in Recipients: When creating a visitor entry, you can specify one or more email addresses in a designated field on the visitor registration form. These recipients will receive notifications when the visitor checks in, independently of the standard notification system. This feature allows for flexible, visit-specific alert distribution
To receive notifications for Resource Reservations, you will need to create a role.
If this is your first time setting up notifications, please refer to the Configuring Notifications in Prism
1. Click on Admin > Contact Roles to review existing notification roles.
2. Click on the blue name of the desired notification role (default or custom) to access its settings.
3. Ensure the toggle to the left for the Visitors module is blue (enabled)
4. Under Event Notifications, check the boxes for events for which you want to trigger notifications.
5. Under the Preset dropdown menu, standard notification settings have been created for ease of use, but these can be customized to the User's preference.
6. Click "Save Role" afterward to ensure the changes are saved.
7. When configuring a custom role, link it to a user at the property level using one of two methods:
From the property grid:
Check the box to the left of the Property or Properties you wish to add the User/Role. Once at least one Property has been selected, buttons will appear at the top of the Grid. Click Add Contacts and choose the appropriate Role and Contact(s). Then, click Save.
From the property information page:
To link the Role to a Property from within the Property's page, click the name of the chosen Property from the Property Grid. Navigate to the Contacts tab and click Add Contact.
A new window will pop up. Select the Role and Contact(s) from the dropdown menus. Then, click Add Role.
Notification Roles can be overridden at the Property level. Within My Properties, select a Property. Navigate to the Notifications tab, and check the box next to "Override default notification configuration from management company." From here, edits can be made by clicking the dropdown menu. Once an edit has been made, the change is automatically saved.
Here's how to Configure the Per-Visit Visitor Check-in:
Adding Additional Check-in Recipients: In the highlighted field "Notify via email on Check-in" shown in the screenshot, enter the email address of each person who should be notified. After typing each email, press "Enter" on your keyboard to verify the address. Once this is set up and the visitor checks in, an automatic email notification will be sent to all the verified email addresses you've entered in this field.